The Scenario
You inherited the AR aging report from the previous bookkeeper. Every Monday morning, you log into Xero, export outstanding invoices to CSV, open the file, reformat it so the columns match the aging template, calculate the days-overdue column with a formula, and paste everything into the AR Aging tab. It takes about 45 minutes. Your manager asks for it by 9 AM.
The bad version:
- You export the Xero invoice CSV only to find the column order doesn't match the aging template — again — so you spend 20 minutes rearranging headers before you can even start
- The days-overdue column has to be calculated manually for each invoice, and if the export date is off by one day, every number is wrong
- You paste over last week's data without noticing two invoices that were paid on Friday are still showing as outstanding
Accounts receivable aging is supposed to help the business see where cash is stuck. When the process of producing the report consumes more attention than reading it, you're not doing analysis — you're doing data plumbing.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads your spreadsheet, understands the column structure, and talks to Xero directly — so you can describe what you want in plain language and it handles the retrieval, calculation, and formatting.
Open your AR Aging sheet and try this prompt:
List all Xero invoices with status AUTHORISED and put invoice number, contact name, amount due, due date, and days overdue into the AR Aging tab starting at row 2 — one row per invoice, sorted by days overdue descending
What You Get
- Every outstanding AUTHORISED invoice lands in the AR Aging tab with one row per invoice
- Days overdue is calculated from today's date and written directly into the column — no formula needed
- The list is sorted by most overdue first, so the critical accounts are immediately visible
- Any invoice paid since the last run is absent — SheetXAI pulls live data, not cached exports
What If the Data Is Not Quite Ready
The contact names are coming through as Xero contact IDs, not readable names
List all Xero invoices with status AUTHORISED, resolve each contact ID to the full contact name from Xero, and write invoice number, contact name (not ID), amount due, due date, and days overdue into the AR Aging tab — one row per invoice
You need to split the aging into buckets (0-30, 31-60, 61-90, 90+ days)
Pull all outstanding Xero invoices and write them into the AR Aging tab with invoice number, contact, amount, due date, and days overdue — then add an Aging Bucket column that categorizes each as 0-30, 31-60, 61-90, or Over 90 based on days overdue
You need aging by customer, not by invoice — one row per contact with total outstanding
List all Xero invoices with status AUTHORISED, group them by contact name, and write one row per contact into the AR Summary tab with columns: Contact Name, Number of Open Invoices, Total Amount Due, Oldest Invoice Date
Pull the outstanding invoices, flag anything over 60 days, and draft a follow-up note in column F
Get all Xero AUTHORISED invoices, write invoice number, contact, amount, and days overdue into columns A through D, and in column E write "Overdue 60+" for any invoice more than 60 days past due — then in column F write a short follow-up message addressed to the contact name asking about the outstanding balance
The pattern is to describe the cleanup, the grouping, and the output format in one prompt — SheetXAI handles each step without you needing to break it apart.
Try It
Get the 7-day free trial of SheetXAI and open your AR aging workbook with Xero connected, then ask it to pull this week's outstanding invoices. You can also look at how to bulk create invoices from a sheet or export bank transactions for reconciliation.